Senior Program Coordinator, ICSG

The University of Chicago Institute for Climate and Sustainable Growth (ICSG) is a multidisciplinary initiative that brings together faculty from across the University to advance society’s understanding of our energy and climate future. The Senior Program Coordinator is a member of the Institute’s Events team and is responsible for managing assigned visitor programs and recurring seminar series while supporting broader Institute programming and visitor engagement activities.

Reporting to the Manager, Institute Events and Visitor Program, this role coordinates Institute visitors, scholars, fellows, and affiliated researchers and serves as the principal coordinator for speakers, participants, and program stakeholders.

• Lead the coordination and logistical management of Institute visitors, including scholars, fellows, researchers, and affiliated guests, and manage travel, accommodations, itineraries, meeting schedules, and campus activities.
• Serve as the primary point of contact for visitors before and during their time at the Institute, ensuring a welcoming and professional experience.
• Collaborate with Institute leadership, faculty, human resources, and other University offices to support visitor engagement, onboarding activities, documentation requirements, and institutional processes.
• Maintain visitor calendars, office space assignments, internal tracking systems, and communications related to visitor programs and engagement opportunities.
• Serve as the primary program coordinator and operational lead for recurring Institute programming, including the EPIC Weekly Seminar Series, the CSEi Monthly Seminar Series, and other recurring visitor-focused programs involving external speakers, faculty, researchers, and affiliated guests.
• Independently manage the planning and execution of assigned seminar series and recurring programs, coordinating speaker engagement, scheduling, travel arrangements, accommodations, communications, event logistics, and program materials.
• Serve as the primary point of contact for seminar speakers and program participants, exercising independent judgment to resolve scheduling conflicts, logistical challenges, and program-related issues.
• Develop and maintain annual program calendars, timelines, and planning processes for assigned recurring programs, ensuring alignment with Institute priorities and stakeholder expectations.
• Partner with the Senior Event Coordinator to support Institute workshops, conferences, public programs, and special events while serving as the primary coordinator for assigned recurring seminar and visitor programs.
• Provide onsite operational leadership for assigned programs and events and ensure a high-quality experience for speakers, visitors, and participants.
• Track expenses related to visitor programs and events, process invoices and reimbursements, and assist with expense reconciliation in accordance with University policies.
• Coordinate with the Finance team to ensure compliance with University financial procedures and documentation requirements.
• Maintain records, reports, operational documentation, and data related to visitor engagement and program participation.
• Serve as a liaison between internal teams to support the successful coordination of Institute programming and visitor engagement activities.
• Develop, maintain, and improve operational processes, templates, workflows, and tracking systems related to visitor and program coordination.
• Identify opportunities to enhance operational efficiency and improve the visitor experience across Institute programs.
• Provide guidance and support to the Event Coordinator on visitor-related logistics and operational processes, as appropriate.
• Use general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
• Analyze program budgets and use a moderate/high level of authority to recommend or make budgetary recommendations.
• Interact with faculty, researchers, and staff for committee work or information.
• Perform other related work as needed.

• Education: Minimum requirements include a college or university degree in a related field.
• Work…